Many thanks to everyone who responded and either emailed or faxed me their
company's Internet/email usage policies. It was a big help & I do
appreciate it! I was asked to summarize so here it is:
I received responses from nine individuals, two of whom directed me to
web sites at Legal Ethics @ http://www.legalethics.com and Australia's
official guidelines @ http://www.privacy.gov.au/issues/p7_4.html I heard
from six law firm libraries and one county government library. Each of
these organizations had policies regarding employee Internet and email usage
at work.
At five of the law firms, the Human Resources Department promulgated
the email/Internet usage policy. At one firm, a Technology Committee, which
included individuals from the MIS and Human Resources Departments,
promulgated the policy while the XYZ County Government promulgated the
policy for XYZ County.
All policies from American businesses began by defining the purpose
and/or function of employee use of email and the Internet. All indicated
that the purpose/function of both email and Internet access was for the
purpose of the business. These same businesses prohibited behavior that
would result in the business being sued (posting jokes that would offend on
the basis of race/color, national origin, sex, religion, or disability,
posting messages that could be construed as threatening or harassing),
accessing pornographic sites, or compromising the security of the network.
One firm specifically mentioned that employee email and computer usage was
subject to monitoring.
Some specific wording includes:
"The email policy in place at XYZ is in place for the Firm's business use.
While the Partners don't object to staff using it for personal matters,
please remember that the information stored or transmitted through it
belongs to the Firm. Anyone wishing to send private information should bear
this in mind. The Partners also wish to remind you that the email system is
not be used in a way that may be disruptive, offensive to others, or harmful
to morale. For example, the Firm prohibits the display or transmission of
sexually explicit images, messages or cartoons, anything that might be
construed as harassment or disparagement of others based on their race,
national origin, sex, sexual orientation, age, disability, religious or
political beliefs. Please do not use the email system to circulate jokes or
chain letters, or to solicit others for commercial ventures, religious or
political causes, outside organizations, or other non-job related
solicitations. Failure to abide by these restrictions may result in
discipline, up to and including termination of employment."
"Employees are permitted to engage in the following activities (regarding
email and the Internet):
a) Access job related information during normal work hours, as needed, to
meet the requirements of their jobs.
b) Participate in electronic exchange groups and email discussions during
normal work hours, provided these sessions have a direct relationship to the
user's job and improve performance or productivity.
Restrictions: Board employees are not permitted to engage in the following
activities either during normal or non-working hours, when using Board
equipment or facilities, or when using a Board Internet Protocol (IP)
address. Internet users shall not:
a) Access, retrieve, or print text and graphics information which
exceeds the bounds of
generally accepted standards, good taste, and ethics in violation of
any County rules and
regulations.
b) Engage in activities which would in way bring discredit to the
Board.
c) Engage in any personal non-work related activities on the Internet,
including offering services or merchandise for sale or ordering services or
merchandise from on-line vendors.
d) Engage in any activity which would compromise the security of any
County host computer.
e) Intentionally modify files, other data, or passwords belonging to
other users or misrepresent others while using the network."
Again, thanks to everyone who responded & generously provided me with
information!
Lisa Smith-Butler, Associate Law Library Director
Nova Southeastern University Shepard Broad Law Center
Law Library & Technology Center
3305 College Ave.
Fort Lauderdale, FL 33314
(954) 262-6215 954/262-3838 (F)
smith-butlerl@nsu.law.nova.edu
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